Information Commons and Learning Commons Site Visits

 

Site Visit:	Simmons College - Boston, Massachusetts
Contact:	Daphne Harrington, Library Director
Web Site:	Library: http://my.simmons.edu/library/ InfoCommons: http://my.simmons.edu/services/technology/labs/general-access/information-commons.shtml
Organizational Structure:	Traditional Library Organizational Structure, not merged with Information Technology
Date of Visit:	February 21, 2007

Overview

Located in Boston, Simmons College is a private woman's college offering comprehensive liberal arts and professional programs.  They offer several co-educational graduate programs, including Library and Information Science.  Their undergraduate FTE is 1880 and their graduate population is 2014.  They have 26 library staff members.  Although, Simmons is not a merged organization, they are partnering with Technology to bring the necessary support services to the Information Commons.  Part-time Technology student workers and full-time managers staff the technology desk located within the Information Commons.

For the past couple of years, the Simmons College Beatley Library has been in the midst of a major renovation project, increasing their square footage from 32,700 to 45,500.  Phase I of the renovation was completed in January 2006 with Phase II scheduled for completion by Fall 2007. To learn more about this renovation project, see the Library Director's welcome message at http://my.simmons.edu/library/about.shtml and view the Library Renovation web page located at http://my.simmons.edu/library/information/.  The newly renovated building not only houses the library, but provides spaces for college administrative and academic offices, photography lab, media-equipped classrooms, a cafe, meeting rooms and more. 

Views of the Exterior of the Library Building showing the Glass Wedge that was used to square off the building and add square footage.

In designing this new facility, library staff made the creation of an The Information Commons a top priority.  In creating their Information Commons the staff at Simmons wanted to have support desks located near the technology and have the same software functionality available from all of the library's computer workstations.

Description of Services and Facilities

Online audio and pictorial tour of the new Library: http://my.simmons.edu/library/tour

Upon entering the Library's main level, it is clear that the Information Commons is meant to be the focal point of library services.  It is supported by three main service desks -- Reference, Access Services, and Technology Help.  Currently the Circulation/Access Services Service Desk is set-up adjacent to the reference desk, but it will be moved a little further away and occupy a larger space once Phase II of the renovation is complete.  In the photos below - notice the excellent signage.

Reference Desk	Technology Desk (located across from Reference Desk)

The Reference Desk is staffed by professional librarians and Simmons GSLIS interns.  The Technology desk is staffed by student workers and their managers from the Technology Department.  Technology staff offices are located behind the support desk. The Information Commons surrounds these two support desks.  There are 130 public access computer workstations in the library and additional 40 laptops for loan from the Technology desk.  Computers are a mix of both Macintosh and PCs.

Lobby area on the Main Level as you enter the Library	Looking into the Info Commons area from the Lobby on the Main Level.  In the foreground is a glass exhibit space
One side of the Info Commons that is on your right upon entering the main level	Info Commons Area located directly behind the Reference Desk and in front of the Technology Desk.  This is the main Info Commons area.  Reference Stacks off to the side.
Main Info Commons Area	Computer Workstation in Information Commons

A variety of technology equipped group study rooms surround the Commons area. They are equipped for media viewing, audio listening, and collaborative group work. In total, there will be fourteen group rooms available. They can be found in the Information Commons area and near the collections on the first floor, on the ground floor, and on the second floor. There is also a 22 seat Media Listening/Viewing Room, replacing the Language Lab and providing individual workstations for multimedia needs such as video watching.

Group Room with Study Table, Media Viewing, White Board, and Laptop Ports	Group Rooms to become available when Phase II is complete

There are a total of 552 seats in the library. Providing a variety of seating for individual study and group work was very important in this building renovation -- they have individual computer workstations, comfortable seating, 4 person tables, and group study room seating.  Comfortable and table seating areas can be found along the windows.  On the first floor, the table and soft seating is separated from the Information Commons by the Reference Stacks, helping to keep the noise level at a minimum for reading and reflection.

Breakdown for seating:  Simmons has 3926 FTEs (undergraduate and graduate), 4816 total headcount.

Final Total Seats: 552 (14% of Fall '06 FTE of 3926)

Type of Seating:

-         Tables:  164 (30%)

-         Carrels (single): 39 (7%)

-         Lounge/Soft: 131 (24%)

-         Study Rooms: 88 (16%)

-         Computer seats: 130 (23%)

There are also 14 seats in the Archives & 22 in the library classroom.

Mixed armchair and table seating along exterior window wall.	Table seating on 1st floor
Mixed low and high shelve stacks - provide more spacious feeling to the area and a place to open reference books on.	1st Floor mixed seating
Mixed seating on 2nd Floor.  Computer workstations along windows.  Notice the Cork Floor!

The lower floor of the Building has five academic classrooms.  Each with different seating and layout.  There is also a meeting/event room, two computer labs, and a cafe on the lower level.

The entire building is wireless.

 

Governance and Strategic Fit

The Library and Technology Departments are not merged at Simmons.   However, both the Library Director and Executive Director for Technology report to the same Vice President.  Technology at Simmons includes Academic Technology, Administrative Computing, Networking, Media Services and Web Development (in partnership with Marketing)  The Information Commons is a joint project of both the Library Public Services and User Services Technology departments.

Strategically, the Library Renovation Project and incorporation of an Information Commons was a strategic initiative of the College and part of the Facilities Master Plan.  In planning for this project, the Director of the Library and the Director of Facilities created a college-wide committee of students, faculty, and staff, and hired an outside library space consultant. Ultimately they developed a report that was submitted to the President's Council and an Architect was hired to complete a space plan.  Working together (committees, staff, and consultant), they were able to sell the project.

Collaboration and Partnerships

Currently, the Library's Public Services division and Technology are work directly together to provide services in the Information Commons facility.  The staff from these two areas have developed a good working relationship and meet weekly to discuss policy and related issues.

Staffing and Training

There is a continuous effort to provide cross training for professional and student staff, both on the front lines at the services points, and for those behind the scenes.  They provide staff orientation for student workers and provide an end of the year celebration for student employees.

Impact on Collections

Even though the Library has increased its square footage by nearly 13,000 square feet, they still need to make room for collection growth through the use of compact shelving. Simmons wanted to provide the best access possible to materials, so opted for onsite compact shelving instead of off-site storage for collections.  The uniqueness of the Compact Shelving being used by Simmons is that it has been modified to allow high usage.  Each compact shelving area will be only five bays with three aisles.  In addition to housing circulating books, compact shelving will be used for back issues of periodicals. Roughly 53% of the stacks will be compact shelving.

The main level of the Library will have a display of current periodicals for browsing, with bound back issues being housed on the ground floor.

Layout for Compact Shelving to be erected during Phase II

Reference & Instruction Services

Simmons College provides traditional reference and instruction services with professional librarians and Simmons GSLIS student workers. All professional librarians are responsible for reference desk coverage and for providing reference services through email and online chat Reference and Instruction Librarians have offices that look out over the Information Commons Area.  Each office has a "P" shaped desk that easily accommodates students for reference consultations.  An electronic library classroom with 22 computer workstations will also become available upon the completion of Phase II. 

Librarian Office with P Shaped desk for research consultations or to be used as a small meeting space.

Intellectual/Cultural Center

There are two primary college event spaces and a terrace on the second floor of the library for programs, workshops, and receptions. Faculty book talks and other events are planned.   Throughout the building there are additional college meeting spaces.  On the top floor there are two nice meeting spaces and additional terrace.  This floor also houses the Advancement, Development, and Alumni Relations Offices.  Hallways and lobbies are utilized for exhibit space.

Exhibit featuring Famous Alumni

Assessment

Because the building has been newly renovated, they have received a lot of positive feedback, but there has been no formal assessment efforts yet.

Lessons Learned.

• In the Information Commons environment, there is a need for a higher level of communication processes amongst support staff, who must work together to provide the best public support possible.

• You can never do enough in terms of communication -- with library staff, the community, and the advisory board.

• There are cultural differences between Library and Technology Staff that need to be negotiated for the best working relationship and service to patrons.

• Even though library and technology staffs receive different instructions from different directors, the people who are actually working very successfully together in a shared space to work out issues and form a common ground.

• The project was originally just a renovation of two adjacent buildings, but was then converted into a construction project – tearing down one building, expanding it, and renovating the other building – scope creep can greatly change the project!

•  “Way-finding”, that is, appropriate signage and directions, is essential to a successful space.

• Don’t forget the little things – staplers, tissues and earplugs are much appreciated!

• Students do not distinguish between the responsibilities of the reference/library desk/staff and technology – if the printing system in the library goes down, the library gets blamed – be prepared for both the positive and negative ramifications of sharing responsibilities.

• Amenities are key - bathrooms, lighting, and ergonomic chairs.

• Even when the majority of students bring their own computer to campus or own a computer at home, there is still heavy demand for computers in the library, both fixed workstations and laptops.

• Implementing and managing a pay-for-print and sustainable/green printing/recycling practices are increasing needed by Tech/Lib, and asked for by students.

• It is essential that there is continual maintenance of the technology in the Information Commons (all computers are running, all printers have paper, etc), as well as a place for asking questions and getting help on technology or library issues.

• Be sure to have a system in place for booking/reserving/managing group study rooms – both policies and procedures – they will be in high demand, and it can be time consuming to manage by hand.

• Try to have staffing hours of each service point as consistent across the board as possible.

• Simmons instituted a building PA system so that announcements can be made about building closing, network disruption, etc.  This greatly simplifies the closing process.

• Provide the necessary ADA workstations, and the advanced technical support to show patrons how to use them.

• Consider how to handle audio and visual – check out headphones, special “loud” spaces, etc.

 

Observations Informing Best Practices

• With limited space on campus, the number of floors in this building project were increased to include additional space for other college activities -- i.e. - classrooms, meeting areas, alumni relations, academic departments.  When there are occupants besides just library/technology that make a building/space multi-use, it is essential to maintain the identity and security of the library proper.

• Compact Shelving can be modified to fit the needs of users and collections. Making appropriate use of compact shelving can greatly increase opportunities for growth.

• Providing a variety of seating is important to users.  It was observed that all types of seating were being utilized during this site visit.

• Completing a Renovation project in two phases is beneficial to both staff and users.  When planning two phases, you need to think about temporary offices and spaces for services.

• The Cork Floor is fabulous!